Business Operations & Contracts Manager

Job Description

Job Description

CYTRIC LLC is a growing engineering and government-contracting company specializing in electrical, mechanical, plumbing, and facilities engineering services. We support federal government agencies through engineering, construction, maintenance, and technical services.

We are seeking an experienced, highly organized, and proactive Business Operations & Contracts Manager to oversee the company's administrative, accounting coordination, contract administration, and day-to-day business operations.

This position requires a professional who understands federal government contracting, has hands-on experience with Deltek accounting software (preferably Deltek Costpoint) , and can independently manage multiple responsibilities while supporting company leadership and project teams.

Key Responsibilities

1. Government Contract Accounting & Deltek Management

• Utilize Deltek accounting software to support project accounting, contract management, and financial reporting.
• Maintain accurate project and contract accounting records.
• Track project costs, labor expenses, subcontractor charges, materials, and other direct costs.
• Ensure expenses are properly allocated to government contracts, projects, and applicable cost categories.
• Monitor contract budgets, funding limits, committed costs, and remaining balances.
• Assist with direct and indirect cost tracking and government accounting requirements.
• Support compliance with applicable Federal Acquisition Regulation (FAR) requirements.
• Prepare financial and project-cost reports for company leadership.
• Coordinate accounting records and supporting documentation with external accountants and auditors.

2. Invoicing & Accounts Receivable

• Prepare, review, and submit customer invoices for federal government contracts and other projects.
• Coordinate with project managers and engineers to obtain invoice supporting documentation.
• Maintain detailed invoicing records, including contract values, invoices submitted, payments received, outstanding balances, and remaining contract funds.
• Monitor accounts receivable and follow up on overdue payments.
• Coordinate submissions through government invoicing systems as required.
• Reconcile billing information with Deltek accounting records.
• Provide regular invoicing and accounts-receivable reports to management.

3. Federal Government Contract Administration

• Maintain and organize federal contracts, purchase orders, task orders, modifications, and subcontract agreements.
• Track periods of performance, contract funding, deliverables, invoicing requirements, and deadlines.
• Assist management with contract modifications, renewals, extensions, and closeouts.
• Maintain contract compliance documentation and audit-ready records.
• Support FAR-related administrative and documentation requirements.
• Coordinate with government Contracting Officers, Contracting Officer's Representatives (CORs), vendors, and subcontractors.
• Monitor applicable government contracting portals and administrative systems.

4. Project Administration & Coordination

• Maintain a centralized tracker of all active projects, including project status, schedules, budgets, milestones, invoices, and outstanding deliverables.
• Obtain regular updates from project managers and engineers.
• Follow up on overdue reports, schedules, submittals, proposals, and project documentation.
• Prepare meeting agendas, minutes, and action-item lists.
• Monitor outstanding assignments and ensure timely completion.
• Coordinate administrative requirements between engineering, accounting, vendors, and management.
• Maintain organized electronic project folders and contract records.

5. Employee Timekeeping & Labor Cost Allocation

• Collect, review, and verify employee and contractor timesheets.
• Ensure labor hours are properly assigned to the appropriate projects and government contracts.
• Monitor labor expenses and project budgets.
• Assist with payroll-related reporting and employee labor-cost reconciliation.
• Maintain employee attendance, PTO, and holiday records.
• Prepare periodic project labor and utilization reports.

6. Subcontractor, Vendor & Purchasing Administration

• Maintain subcontractor agreements, W-9 forms, Certificates of Insurance, and compliance documentation.
• Process and track subcontractor invoices and vendor payments.
• Assist with issuing and monitoring purchase orders.
• Track vendor commitments and purchasing activities against project budgets.
• Maintain an organized vendor and subcontractor database.
• Coordinate with project managers to obtain quotations and required purchasing documentation.

7. Insurance & Corporate Compliance

• Coordinate company insurance policies, including general liability, workers' compensation, automobile liability, professional liability, and umbrella coverage.
• Maintain Certificates of Insurance and monitor policy expiration dates.
• Coordinate insurance renewals and additional-insured requirements.
• Maintain corporate registrations, business licenses, and certifications.
• Support federal, state, and local registration requirements.
• Track corporate compliance deadlines and required renewals.

8. Office & Business Operations

• Oversee the day-to-day administrative operations of CYTRIC's Rockville office.
• Coordinate office vendors, supplies, equipment, and software subscriptions.
• Assist with employee onboarding and offboarding.
• Coordinate employee equipment, email accounts, badges, and office access.
• Maintain accurate company records and standardized document-management procedures.
• Assist leadership with correspondence, reports, documentation, and operational planning.
• Identify opportunities to improve internal processes and administrative efficiency.

9. Proposal & Business Development Support

• Assist management and engineering teams with preparing proposals, quotations, and supporting cost documentation.
• Track government contracting opportunities and proposal deadlines.
• Coordinate proposal submissions and required supporting materials.
• Maintain company qualifications, past-performance records, certifications, and project references.
• Support administrative requirements for government solicitations and task-order proposals.

10. Financial & Management Reporting

Prepare regular reports for company leadership, including:

• Project budgets and actual costs.
• Accounts receivable and outstanding invoices.
• Contract funding and remaining balances.
• Project profitability and job-cost reports.
• Employee labor costs by project.
• Subcontractor commitments and payments.
• Contract deadlines and outstanding deliverables.
• Insurance and compliance expiration dates.
• Project and proposal status.
• Operational risks and outstanding action items.

Required Qualifications

• Minimum 3–5 years of experience in business operations, government contract administration, project accounting, or a related field.
• Hands-on experience with Deltek accounting software is required; Deltek Costpoint experience is strongly preferred.
• Strong understanding of federal government contracting and government accounting requirements.
• Experience with project accounting, job costing, labor allocation, contract budgets, and financial reporting.
• Familiarity with FAR requirements and federal contract administration.
• Experience preparing invoices, reconciling project costs, and tracking accounts receivable.
• Advanced proficiency in Microsoft Excel and strong working knowledge of Microsoft Word, Outlook, and Teams.
• Excellent organizational, communication, analytical, and problem-solving skills.
• Ability to manage multiple projects, contracts, and deadlines independently.
• Strong attention to detail and a proactive approach to identifying and resolving issues.
• Must be legally authorized to work in the United States.
• Must be eligible to successfully pass a federal government background investigation and obtain any required security or facility access credentials.
• Must be able to work full-time, on-site at CYTRIC's Rockville, Maryland office.

Preferred Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, Contract Management, or a related discipline.
• Previous experience working for a federal government contractor.
• Experience with Deltek Costpoint project accounting and government contract billing.
• Familiarity with government cost accounting principles, direct and indirect cost allocation, and audit documentation.
• Experience supporting engineering, construction, facilities management, or technical services organizations.
• Knowledge of government invoicing and contract-management systems.
• Experience with QuickBooks, SharePoint, Microsoft Project, or similar business management platforms.
• Familiarity with subcontract administration, purchasing, and proposal coordination.

Ideal Candidate

The ideal candidate is a highly organized, detail-oriented professional who takes ownership of business operations and understands the importance of accurate accounting and contract administration in a federal contracting environment.

We are looking for someone who can independently manage administrative responsibilities, proactively follow up with engineers and project managers, maintain accurate financial records, and help establish efficient processes as CYTRIC continues to grow.

This individual must be comfortable working directly with company leadership, managing competing priorities, and ensuring that important contractual, financial, and administrative requirements are completed accurately and on time.

Work Location & Schedule

This is a full-time, on-site position based at CYTRIC's office in Rockville, Maryland.

Remote or hybrid work is not offered for this position.

The employee will work primarily from the Rockville office and may occasionally visit government project sites or customer facilities as required.

The selected candidate must be eligible to complete the background investigation and screening necessary to obtain access to applicable federal government facilities.

Benefits

• Competitive compensation based on qualifications and experience.
• Health insurance.
• Paid time off.
• Paid holidays.
• Professional growth and advancement opportunities.
• Opportunity to help develop and improve business systems and procedures within a growing engineering and government-contracting company.

Equal Employment Opportunity

CYTRIC LLC is an equal opportunity employer. Employment decisions are based on qualifications, experience, and business requirements without regard to legally protected characteristics.

CYTRIC LLC is a Maryland-based engineering, construction, and project management company specializing in electrical, mechanical, and critical infrastructure systems. We support federal and commercial clients with reliable technical solutions focused on safety, performance, and long-term system reliability.

Our capabilities include electrical power distribution, generators and emergency power systems, switchgear and breaker testing, SCADA and building automation, preventive maintenance, MEP construction and upgrades, commissioning, and technical project management.

CYTRIC works closely with clients, engineers, specialty contractors, and facility teams to successfully execute complex projects in active and mission-critical environments. Our approach combines strong project management with practical field experience, detailed documentation, and a commitment to safety, quality, and responsive customer service.

CYTRIC LLC — Engineering. Infrastructure. Reliability.

Company Description

CYTRIC LLC is a Maryland-based engineering, construction, and project management company specializing in electrical, mechanical, and critical infrastructure systems. We support federal and commercial clients with reliable technical solutions focused on safety, performance, and long-term system reliability.\n\nOur capabilities include electrical power distribution, generators and emergency power systems, switchgear and breaker testing, SCADA and building automation, preventive maintenance, MEP construction and upgrades, commissioning, and technical project management.\n\nCYTRIC works closely with clients, engineers, specialty contractors, and facility teams to successfully execute complex projects in active and mission-critical environments. Our approach combines strong project management with practical field experience, detailed documentation, and a commitment to safety, quality, and responsive customer service.\n\nCYTRIC LLC — Engineering. Infrastructure. Reliability.